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Terms and Conditions
for Loudoun Pride Sponsors, Vendors, & Nonprofits
SUBMISSION REQUIREMENTS: By submitting an application, you agree to all terms and conditions listed in this document as an authorized agent of your company or organization (the term “you” herein shall be made in reference to that company or organization). To submit your application, you must file online at loudounpride.org. We will not accept paper applications. Sponsorship applications will close on March 30th, with no exceptions. Your application is only final once you meet the criteria listed in the terms and conditions of this document, submit a full and accurate application, and complete your donation or authorize donations through agreed upon terms with event management. If you require an extended period of time to submit a donation, please email firstname.lastname@example.org to request an exception.
SPONSORSHIPS: This year, we are introducing more tiers to benefit community involvement along with better communication about expectations, setup, and opportunities. In addition to the Pride Festival, we’ll also be introducing new opportunities to be involved. During the weekend of Pride, we are looking for businesses who want to host Pride events at their businesses to be featured as Pride Weekend activities. Please email email@example.com if you are interested in hosting your own event.
TIMING: The event is hosted from 1 pm – 7 pm. Applicants shall arrive no later than 1 pm and depart their sites no earlier than 6 pm. Vehicles are not permitted on Festival grounds between 12:30 pm and 7 pm, so any late arrivals or early departures shall be required to remove their materials by walking them out. Those wishing to enjoy the final show may leave their tents secure (at your own risk) and we will provide roaming security in the vendor area from 6 - 7 pm.
ENTRY: Each approved applicant will receive entry wristbands in accordance with their level. Wristbands must be worn while on site at all times. Only one vehicle will be permitted to enter the grounds per organization. All other staff or volunteers for your group will need to purchase tickets separately. All other vehicles will need to park at Park View High School.
SPACES: All sponsors, vendors, and non-profits shall receive a site measuring 10-foot by 10-foot to set up a booth or table. There will be a buffer space around all sites. No site shall exceed the allotted space without prior approval. Please email firstname.lastname@example.org to request an exception.
TABLES, TENTS, AND CHAIRS: Absolutely no tables, tents, or chairs shall be provided outside those explicitly listed for the Diamond and Platinum sponsors. At no time should a participant otherwise expect any materials shall be made available. We will not have extras available this year.
VOLUNTEERS: Our on-site volunteers are available to direct sponsors and vendors to their site locations. We will not have volunteers available to help you set up or staff your site.
UTILITIES: There will be no electricity or water supplied to any site.
TIME: Setup will begin promptly at 11 am and clean up shall be completed no later than 8:30 pm Sponsors and vendors must keep their site up and staffed during the entirety of the event. Sites are only allowed to be removed in the event of an emergency, which must be reported to an Event Supervisor, and must be escorted out.
VEHICLES: Vehicles will be allowed to drive onto the Festival grounds for setup and cleanup only. No vehicles will be permitted on the Festival grounds between 12:30 p.m. and 7:00 pm. Anyone arriving after 12:30 pm will have to carry their own materials to their site location. No vehicles are permitted to be on Festival grounds during the event without prior written permission. Please email email@example.com to request an exception. You will be provided a zone and direction upon arrival. Please use the Claude Moore Visitor Center entrance at 21544 Old Vestals Gap Rd, Sterling, VA 20164 as the primary vehicle entrance for sponsors, vendors, and contractors.
PARKING: Upon arrival, all vehicles will be directed through the Visitor’s Center entrance to their site locations. Vehicles should immediately unload all required materials at their designated site and proceed to the designated parking area. Upon arrival, only the first arrival for your organization shall receive a Parking Pass for the designated parking lot to be distributed to your team as needed. Only one pass will be issued per organization. All other vehicles will need to park at Park View High School and use the shuttle or arrange for drop-off. Parking in the designated lot is not guaranteed and will be provided on a first come, first-serve basis.
BEHAVIOR: All sponsors, vendors, and their volunteers are expected to be courteous and professional to event staff, volunteers, attendees, and the beautiful park we call home to this festival. Prohibited behavior includes pushing sales to passerbys, aggressive or confrontational behavior, politicking, and damage to the area. All vendor and sponsor staff should act and dress in a professional manner. There is no smoking, vaping, excessive cursing, or aggressive behavior permitted while on Festival grounds.
PERMITTING: All sponsors and vendors shall procure, at their own cost and time, any licensing, insurance, or permits required by their company or activity for their participation. Only authorized food and beverage vendors may sell food, drinks, or alcoholic beverages. Equality Loudoun shall only be responsible for procuring event permitting and licenses.
PAYMENT REQUIREMENTS: For the purposes of inclusion in this event, any payments towards festival vendor or sponsorship registration shall be considered a donation to Equality Loudoun, a registered 501(c)3 charitable organization. Payments shall be due immediately via online payment upon application submission. In the event your company requires an invoice, documentation, or additional time to process their payment, please contact us at firstname.lastname@example.org immediately before or after submitting your application. Equality Loudoun reserves the right to revoke sponsorship status for any payments not completed within 30 days of an application unless otherwise arranged. All donations are non-refundable. Sponsorship benefits only become active after payment is received.
RIGHT TO REMOVAL: Failure to comply with these terms and conditions will be grounds for immediate expulsion or removal from event participation or the event grounds at any time, without warning or notice, at the discretion of our event staff. Once approved as a sponsor or vendor, if you are removed for non-compliance with these terms and conditions or for any activity contrary to the mission of the Loudoun Pride Festival or Equality Loudoun, you shall not be entitled to a refund.
RIGHT TO REFUSAL AND EXCLUSIONS: Equality Loudoun, Inc. is a registered 501(c)3 non-profit organization that values its role as a trusted advocate for the LGBTQ+ community in Loudoun County. As such, we reserve the right to refuse service or sponsorship to any organization, business, or group that does not adhere to the principles of equality and acceptance for all LGBTQ+ people, those who engage in racism, antisemitism, or other acts of bigotry, or those who are involved in activities contrary to the mission of Equality Loudoun. If your application is not approved, you will be refunded the full amount of your full donation minus processing fees.
POLITICAL PARTICIPATION: The Loudoun Pride Festival shall not host as sponsors or vendors any politicians, political candidates, or organizations whose function is to engage in political activities for the purposes of enacting legislation contrary to the mission of Equality Loudoun or active campaigning.
INSURANCE AND LIABILITY: Equality Loudoun holds a policy for liability insurance coverage in an amount not less than One Million U.S. Dollars ($1,000,000.00) for any single occurrence that shall cover activities hosted explicitly by our organization as part of the Loudoun Pride Festival. By agreeing to these terms and conditions, you acknowledge that your company or organization holds a comparable liability coverage and/or you shall not hold Equality Loudoun at fault, nor file claim against our insurance, nor file suit to seek damages or compensation, for any activities, harm, damage, or issue resulting from the Loudoun Pride Festival.
VENUE POLICIES: Smoking and vaping are strictly prohibited on the event grounds at all times. These activities are only permitted in designated areas outside Festival grounds. Attendees of Loudoun Pride shall only consume alcohol in designated areas. No outside alcohol is permitted. Firearms are prohibited on the event grounds.
INDEMINIFICATION: Each of the terms set forth in these terms and conditions are hereby agreed to by Applicant and, without limiting the forgoing, the Applicant hereby agrees to be liable for, and shall indemnify, and hold Equality Loudoun Inc. and the Loudoun Pride Festival and each of their volunteers, staff, vendors, partners, and/or contractors (each, an “Indemnitee” and collectively, the “Indemnities”), harmless from, to the full extent allowed by law, and all claims, suits, damages, liabilities, fines, professional fees, including attorney’s fees (including all such expenses incurred in enforcing this indemnity agreement), costs, expenses and disbursements, related to death, personal injuries, or property damages (including legal expenses) incurred by Indemnitees, and defend, at Applicant’s sole cost and expense, any lawsuit or action brought against Indemnitees or any of them arising out of or in connection with any act or omission by the Application or its employees, agents, subcontractors, or performers of work, or as a consequence of, the work of the Application under this Agreement, whether cause in whole or in part by the Application or its agents, representatives, subcontractors, suppliers, or employees. Such liability and indemnity shall include, without limitation, Application’s liability for an indemnity of Indemnitees for any damage, loss, or expense incurred by Indemnitees, or any of them, a result of the action performer by Application or its employees, agents, subcontractors, or performed.
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